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Understanding Document Management

Document Management enables you to organize Documents. You can create different spaces to store various types of Documents.

You can also associate approval workflows with Document operations. For example, if a business process requires approving a Document before it can be used, it can be enforced by an Approval Type.

A Document Space is used to organize Documents with specific authorizations and workflow processes. In the example below, New Sales Contract is a Document Space created to store Documents related to contracts.

New_Sales_Contract-_DMS.png

A Document Type associates Documents with the required approval cycles for Creation, Update and Deletion. In the example below, Sales Contracts is a Document Type that needs to follow a predefined Approval Lifecycle process for Creation, Update and Deletion. Note that there are different Approval Types associated with it.

Sales_Contract.png

If a Document Type has an Approval Type linked with its Creation, then every Document uploaded to the specific Document Management Space will follow the approval process. In the example below, Sales Contract Creation is created for approval process that will be applied to all sales contracts Documents.

ApprovalType_CreatedAppType.png

The Document Approval Manager displays all the Document Operation Approval Tasks. These Tasks are at various stages of the corresponding Approval Lifecycles.

FourTabs.png

To access the Document Management System and perform related operations, the user must be associated with a Security Role that has appropriate Access Rights.

Viewing the Documents

The Documents uploaded to the Document Management Space can be accessed in the Documents tab.

In the example below, the Documents are displayed according to the structure defined during their creation.

DocumentsTable.png

The Documents table view is customizable. You can hide or display the columns in the table.

Expand the dropdown shown below to select the columns that you want to display in the table.

AddorRemoveColumn.png

Click the Save view SaveViewButton.png button to save the modified table views.

SaveView.png

The Save view allows you to quickly restore filters, search, selected columns and Classification.

From the Select a view dropdown, you can select a preferred view for the table.

USeview.png
ContractsView.png

The columns of the table can also be re-arranged. You can hold a column header and drag to reposition it as required. In the below example the column Description is repositioned.

DragDescription.png
Repositioned.png

The download_icon.png icon allows you to download the Document listing in the Document Space as a ZIP or CSV file.

When you select ZIP, the data is exported as a .zip file. The files are organized into folders similar to the predefined classification structure in which the documents are displayed.

When you select CSV, the table data is exported as a .csv file containing the excel file. The Export dialog provides you options to separate the document data.

export_dms_files.png

The CSV Separator separates the document data. In the example below, the different column values are separated by the character ’;’.

ExportAsCSV1.png

The List Separator separates the list of values. In the example below, the list of files are given in separate columns as the List Separator used here is the character ‘,’.

ExportAsCSV2.png

Note

Both CSV and List Separators cannot be the same.

Viewing the Document Details

When you select a Document in the Documents tab, the Document details pane appears.

document_details.png

The Documents can either be in Draft or Approved status as shown in the examples below.

draft.png
Approved.png

Following are some of the actions available based on the current status of the Document:

Actions

Description

View Document

view_icon.png

Click the View Document icon to view the View Document screen.

View_document.png

Edit Document

EditIcon.png

Click the Edit Document icon to add or delete files and modify the details of an approved Document.

EditDocumentScreen.png

If the Document is linked to an Approval Lifecycle, the Document goes through the Approval process for update. The Document can be edited only during the Approval process.

UpdateDocument.png

You can use this option to edit the current revision of Documents.

The Revision field is disabled and the Revision number cannot be edited.

newrevision_edit.png

Revision

HasRevision.png

Click the New Revision icon to create a new version of the Document.

The Create Document dialog opens. You can modify the Document details and upload the new version of the Document as shown in the example below.

New_revisions.png

Fill in the Revision number that is greater than the previous version. The updated version will supersede the previous one. As shown in the above example, the format of the revision number used is 1.2.3.

When you click Create, the new version of the Document is uploaded. If there is an Approval Lifecycle linked, the Document goes through the Approval process.

Share link

ShareLink.png

Click to copy and share the link of the Document.

ShareLinkDialog.png

If the Document is deleted, the shared link shows a Document not found error message.

Doc_not_found.png

If the user has no access to DMS, then an Access denied popup is displayed.

access_denied.png

Go to task

GotoTask.png

Click Go to task to view the associated Approval Task in the Process Flow Tasks section. This option is available for Documents in the Draft status.

SalesContract_ApprovalTask.png

Note

Go to Task option is only available on Documents that are linked to Approval Types.

Delete

DeleteIcon.png

Click the Delete icon to submit a deletion Task for the Document.

DeletionTask.png

In addition, the following details pertaining to the Documents are displayed:

doc_details_.png

  1. Common properties: Displays Document information such as the username of the Document owner, creation and modification date of the Document. This is common to all Documents.

    CommonProperties.png

  2. Secondary properties: Displays the Custom Fields associated with the Document. These properties can come from the Document Type and/or Document Space.

    CustomFields.png

  3. Classifications: Displays the pre-defined structure in which the Document is presented.

    Classification.png

  4. Files: Displays the uploaded files. Here, you can enable or disable sharing, download the Document and copy the Document link to clipboard.

    Files.png

    As shown in the below example, you can enable or disable sharing link by clicking on Lockicon.png.

    SharingDisabled.png
    SharingEnabled.png

  5. Dependencies: Displays the details of the Dependent Documents.

    Dependencies.png

  6. Revisions: Displays the revision numbers of the Documents and highlights the current revision.

    RevisionNumber.png

    Note

    You can create a Document with its initial version number as 0.0.0.

    version0_0_0.png

  7. Documents referencing this document: Displays the details of the referencing Document to which this Document is added as a dependent Document.

    ParentDocument.png
Viewing Dependent Document Details

You can access a dependent Document from the parent Document by clicking the Document link under Dependencies.

dependencies.png

On clicking the link, the dependent Document details are displayed in a separate dialog.

dependent_dialog.png

You cannot make changes to a versioned Dependency Document. The delete and edit options are disabled as shown below.

diasbled.png

In this section: